4 2 of 3 volunteers stop volunteering because of poor management. ****************************Volunteers, especially “Baby Boomers”, have high expectations:Good customer serviceMeaningful service activitiesWell organized experience
5 Volunteer Management Cycle PLANNING – obtaining buy-in; designing member positions; creating application forms; developing applicable policies and procedures; and educating others in the organization about involving membersRECRUITMENT – who, why, where, when and how. Who would be the ideal member? Why would they be interested in your member opportunity? Where and when can you reach these people? How can you create a recruitment message that encourages potential members to serve for your organization?Orientation and Training – to give the general information about your organization and the specific information about the member position, provide year long training around position specific, leadership, and life after AmeriCorps.Supervision and Evaluation – You need to know that the member is fulfilling their role effectively and the member needs affirmation too - assess how the member placement is going and if changes could be made to improve the member’s satisfaction or performance.Recognition – happens in an informal way every time a “thank you” is said. Formally, members are thanked through celebrations and recognition events planned in their honor. It is important that the thank you fits the member; you need to know your members so that they can be thanked in a way that leaves them feeling truly recognized.
6 PlanningConduct a needs assessment that at a min. involves the community;Get buy-in from all stakeholders in project planning and development;Project vision, mission and goals that fit with those of the overall organization;Organization budgets money
7 PlanningOther org. staff see volunteers as assets and understand their roles;Organization implements strategies to promote positive staff/volunteer relationships;Top management demonstrates support; andRegularly assess project strengths and challenges
8 Recruitment and Selection Written description of the qualities of an ideal candidate based on community needs and program activities;Written list of benefits volunteers receive as a part of service;Written position descriptions, developed in conjunction with stakeholders that detail essential and marginal functions, time commitment, workload, supervisor, etc.;Written, strategic, innovative year-long recruitment and selection plan, developed in conjunction with stakeholders
9 Recruitment and Selection Recruit and select a diverse pool of volunteers that reflect the communities in which they serve;Actively recruit individuals with disabilities;Application elicits enough information to determine whether the prospective volunteer is a potential fit;Selection process thoroughly assesses volunteer background, skills, accomplishments, motivation, goals, and commitment
10 Recruitment and Selection Selection process involves a diversity of participants that have a stake in program;Program matches volunteers to appropriate positions and sites; andProgram gets feedback from partners on effectiveness of recruitment and selection process;
11 SupportAgreement that outlines expectations, agreements, and consequences (signed by volunteer and organization)Written list of skills and knowledge volunteers need to serveAssess training needs with volunteers and sitesOrientation is planned and developed with stakeholders and prepares volunteers for beginning of serviceProvide volunteers with information on community and agencyWritten, year-long training plan, developed in partnership with stakeholdersRegularly assess training effectiveness and make needed modifications
12 SupportYearly evaluations that provide performance feedback (2 times per year for AmeriCorps State and National)Yearly opportunities for volunteers to assess program impact and supportUse evaluations to make yearly programmatic and volunteer improvementsWritten strategy to retain volunteersProvide each volunteer with a point of contact that provides support and supervision
13 RecognitionWritten plan to internally and externally recognize volunteers for accomplishments and community impactImplement creative motivational strategiesAllow for reflection opportunities to celebrate and document accomplishments and experiencesProvide documentation to volunteers that demonstrate their impact
14 Stages of Group Development Discussion How can we present this stage to the larger group?What is this stage talking about? What is going on at this time?What are the greatest challenges programs and volunteers face at this stage?Thinking about the different areas of the management cycle, what strategies can we implement to ensure retention?
15 Stages of Group Development FormingStormingNormingPerformingFeelings of excitement, anticipation, optimism. suspicion, fear, and anxietyIdentification of its reason for existence; self-orientation; exploration and discovery of how to interact with others.Natural leaders emerge.Negativity; Dissatisfaction; Crisis mode; Differences and suppressed tension begin to surface.Members define the energy level they dedicate:Do I feel passionate about the purpose of this program;Do I like how they are planning to meet the needs;What am I going to do or say that will get my opinion heard?Shared goals; Conflict Resolution; Acceptance of diversity; Show of affection;.Members have seen the coming together (forming), the semi-separation (storming), and now reconciliation (norming) despite their differences with a new definition of purpose.Cohesiveness, Teamwork, Leadership, and Performance.Group is starting to utilize its newly found “norms of trust,” and can begin focusing on the service to be done.Enough drive, creativity, and cohesiveness to take on most tasks.
17 North – At Our Best…. Assertive, active, decisive Like to be in control of professional relationships and determine course of eventsQuick to act, expresses sense of urgency for others to ACT NOWEnjoys challenges presented by difficult situations and peopleThinks in terms of the bottom lineLike a quick pace and a fast trackCourageousPerseveres, not stopped by NO, probes and presses to get at hidden resistancesLikes variety, novelty, new projectsComfortable being in front“do it now, I’ll do it, what’s the bottom line?”
18 North – Taken to Excess…. Can be bogged down by need to press ahead, decide, seem not to care about process or peopleCan defensive quickly, argue, try to out-expert youCan lose patience, pushes for decisions before it’s timeMay get autocratic, want this their way, riding roughshod over people in decision making processSee things in terms of black and white, little tolerance for ambiguityMay go beyond limits, get impulsive and disregard practical issuesNot heedful of others’ feelings, may be perceived as coldHave trouble relinquishing control – find it hard to delegate “if you want to do something right, do it yourself”
19 South – At Our Best….Allows others to feel important in determining direction of what’s happeningValue driven regarding aspects of professional lifeUses professional relationships to accomplish tasks, interaction is primarySupportive, nurturing to colleagues and peersWillingness to trust others’ statements at face valueFeeling-based, trusts own emotions and intuition, intuition regarded as truthTeam player, receptive to others’ ideas, builds on ideas of others, noncompetitiveAble to focus on the present moment“right, fair”
20 South – Taken to Excess…. Can be bogged down when believe relationships, needs of people are being compromisedHas trouble saying no to requestsInternalizes difficulty and assumes blameTakes criticism of task personallyProne to disappointment when relationship is seen as secondary to taskDifficulty confronting and dealing with anger, may be manipulated by angerEasily taken advantage ofImmersed in present, loses track of timeImmersed in NOW, may not see long-range view
21 East – At Our Best…. Visionary who sees the big picture Very idea oriented, focus on future thoughtInsight into mission and purposeLooks for overarching themes, ideasLikes to experiment, exploreAppreciates generating a lot of informationInspiring, exciting, motivating“options, possibilities”
22 East – Taken to Excess….Can be bogged down by lack of vision or too much emphasis on visionCan lose focus or become bored with tasks, detailsMay have poor follow through on projects – drop the ball in someone else’s lapMay become easily over whelmed by too much detail or too many projects on the plateNot time-bound, may lose track of timeTends to be highly enthusiastic early on then burn out over the long haulCan develop a reputation for lack of dependability
23 West – At Our Best….Seen as practical, dependable, and thorough in task situationHelpful to others by providing planning and resourcesLikes lists, charts, tables, organizing ideas and tasksMoves carefully and follows procedures and guidelinesUses data analysis and logic to make decisionWeighs all sides of an issue, balancedIntrospective, analyticalCareful, thoroughly examining needs in a situationWorks well with existing resources – get the most out of itSkilled at finding fatal flaws in an idea or project“objective, benchmarks, steadfast”
24 West – Taken to Excess….Can be bogged down by too much information “analysis paralysis”Can become stubborn and entrenched in positionCan be indecisive, collect unnecessary data, mired in detailsMay appear cold, withdrawn with respect to others’ working styles (focused on data, not people)Tendency towards watchfulness, observationCan remain withdrawn, distancedResists emotional pleas and change
25 Each One, Teach OneWhat are the key points I pulled from this reading?How does this relate to retention?How can I implement this in my program?
26 Amy Thompson CAC Consulting 512.448.0401 CACconsulting@hotmail.com Thank You and Good Luck!Amy ThompsonCAC Consulting